Employment Record Book Copy Request

Service portal users can submit an employment record book copy request. The request will be processed by the company's HR department. In their portal cabinet, the users can monitor the processing of their request and communicate with the employee assigned to it.

The information about all submitted employment record book copy requests is available in the agent interface and stored in the HRM Request (hrm_request) table.

tip

Roles required:

• Create – all service portal users with access to the HR category in the Service Catalog. It is recommended to create requests via your service portal.
• Read:
  • users with access to the agent interface can view the request records they created,
  • users specified in the Assigned to field on the subtask form can view the related request record,
  • users specified in the Approvers field on the subtask form can view the related request record,
  • hrm_agent.
• Update:
  • hrm_agent can edit the requests assigned to them or their groups except the requests in the Closed or Canceled state,
  • hrm_manager can edit all requests except the requests in the Closed or Canceled state.
• Delete – hrm_admin.

Create an employment record book copy request

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Employment record book copy requests are created by service portal users with access to the HR category of the Service Catalog. Read more in the Service Portal – Employment Record Book Copy Request article.

View a request

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The list of employment record book copy requests is available to agent interface users with the required roles. They can view the requests in one of the following ways:

Path	Steps
Via HR Task Management	In the agent interface, navigate to Human Resource Management (HRM) → HR Task Management → All Requests Open the required record
Via HR Documents	In the agent interface, navigate to Human Resource Management (HRM) → HR Documents → Employment Record Book Copy Requests Open the required record

Form fields of the Request an employment record book copy HRM request model

Field	Mandatory	Description
Urgency	N	The field shows the urgency level specified by the caller in the request. Possible values: Low Medium High Very high
Assignment group	Y	The field shows the group responsible for processing employment record book copy requests.
Assigned user	N	The field shows the user assigned to the request. You can specify another user or assign the request to yourself if you have the required role.
Company	Y	The field shows the company where the employee works.
Caller	Y	The field shows the user who initiated the request.
Due date	Y	The field shows the date by which the caller needs to receive a copy of their employment record book.
Certified copy	N	If the checkbox is selected, the caller needs a verified true copy of their original employment record book.
Description	N	The field shows additional information specified by the caller in the request.
Document format	N	Specify the document format. Available options: Electronic copy Hard copy The Electronic copy is selected by default.

Related lists

The section is available to users with the hrm_admin or admin role.

HRM Subtasks – a list of subtasks included in the request.

Control a request

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Agent interface users can process an employment record book copy request using the UI actions described in the table below:

UI action	Description	Roles required
Assign to me	Click to assign the request to yourself. The request enters the Assigned state, and the Assigned user field is completed with the name of the current user. The button appears on the forms of Approved requests assigned to a group.	members of the assigned group hrm_manager
Reassign	Click to reassign the request to another group or user. Fill in all the required fields in the modal window that opens and click Reassign. The button appears on the request forms in all states except Closed.	assigned user hrm_manager
Postpone	Click to start working on the request later. The button appears on the forms of Assigned requests or those In progress.	assigned user hrm_manager
Start work	Click to start working on the request. The request enters the In progress state. The button appears on the forms of Assigned and Postponed requests.	assigned user hrm_manager who is a member of the assigned group
Request more info	Click to request additional information. The button appears on the forms of requests in the In progress state.	assigned user hrm_manager
Complete	Click to complete your work. The button appears on the forms of requests in the Information needed or In progress state. Fill in all the required fields in the modal window that opens. Available options for the Result field: Solved Not solved (Refused) Not solved (Dropped) If Result = Solved, upload the document by dragging your files or clicking Upload from your device.	assigned user hrm_manager
Document ready	Click to close the request The button is available on request forms in the Completed state.	assigned user hrm_manager
Delete	Click to delete the request. The button appears in the burger menu on the forms of requests in any state.	hrm_admin